Re-Bid Integrated Pest Management Services-One Year Contract With Two One Year Renewal Options

BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
INVITATION FOR BIDS
Item Description: RE-BID INTEGRATED PEST MANAGEMENT SERVICES - ONE-YEAR CONTRACT WITH TWO ONE-YEAR
RENEWAL OPTIONS
Procurement/MinuteTraq #: 52810
Date to be opened: 5/4/2026
Issuing Department: Public Property
QUESTIONS
* Please direct questions relative to the specifications outlined (beginning on page 13) to the issuing
department's subject matter expert:
Name: Anthony Alves Nick Bibeault
Title: Deputy Director of Public Property Facilities Coordinator
Email: aalves@providenceri.gov nbibeault@providenceri.gov
Please use the subject line "Solicitation Question"
* Please direct questions relative to the Minority and Women's Business Enterprise Program and the
corresponding forms (Pages 10-11) to the MBE/WBE Outreach Director for the City of
Providence, Grace Diaz
o Email: gdiaz@providenceri.gov
Please use subject line "MBE WBE Forms"
Pre-submission Conference
There is no pre-bid conference scheduled for this solicitation.
Deadline for questions submissions: April 23, 2026, via email. All questions will be answered via
addendum.

INSTRUCTIONS FOR SUBMISSION
Meeting Date: 5/4/2026
Bids may be submitted up to 2:15 P.M. on the above meeting date at the Department of the City Clerk.
Room 311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all bids will be publicly opened
and read at the Board of Contract Meeting in Conference Room 305, on the 3rd floor of City Hall.
* Bidders must submit 2 copies of their bid in sealed envelopes or packages labeled with the
captioned Item Description and the City Department to which the solicitation and bid are
related and must include the company name and address on the envelope as well. (On page
1).
* If required by the Department, please keep the original bid bond and check in only one of the
envelopes.
* Communications to the Board of Contract and Supply that are not competitive sealed bids (i.e.
product information/samples) should have "NOT A BID" written on the envelope or wrapper.
* Only use form versions and templates included in this solicitation. If you have an old version of a
form do not recycle it for use in this bid.
* The bid envelope and information relative to the bid must be addressed to:
Board of Contract and Supply
Department of the City Clerk - City Hall, Room 311, 3rd Floor
25 Dorrance Street
Providence, RI 02903
**PLEASE NOTE: This bid may include details regarding information that you will need to
provide (such as proof of licenses) to the issuing department before the formalization of an award.
This information is NOT requested to be provided in your initial bid by design.
All bids submitted to the City Clerk become public record. Failure to follow instructions could
result in information considered private being posted to the city's Open Meetings Portal and made
available as a public record. The City has made a conscious effort to avoid the posting of sensitive
information on the City's Open Meetings Portal, by requesting that such sensitive information be
submitted to the issuing department only at their request.
Page 2 of 27

BID PACKAGE CHECKLIST
Digital forms are available in the City of Providence Purchasing Department Office or online at
http://www.providenceri.gov/purchasing/how-to-submit-a-bid/
The bid package MUST include the following, in this order:
* Bid Form 1: Bidder's Blank as the cover page/ 1st page (see page 6 of this document)
* Bid Form 2: Certification of Bidder as 2nd page (see page 7 of this document)
* Bid Form 3: Certificate Regarding Public Records (see page 8 of this document)
* Bid Form 4: Affidavit of City Vendor (see page 9 of this document)
* Forms from the Minority and Women Business Enterprise Program: Based on Bidder Category.
See forms and instructions enclosed (pages 10-11) or on:
https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-
procurement-program/
*Please note: MBE/WBE forms must be completed for EVERY bid submitted and must be
inclusive of ALL required signatures. Forms without all required signatures will be considered
incomplete.
* Bidder's Proposal/Packet: Formal response to the specifications outlined in this RFP, including
pricing information and details related to the good(s) or service(s) being provided. Please be
mindful of formatting responses as requested to ensure clarity.
* Financial Assurance, if requested (as indicated on page 5 of this document under "Bid Terms")
All of the above listed documents are REQUIRED. (With the exception of financial assurances, which
are only required if specified on page 5.)
***Failure to meet specified deadlines, follow specific submission instructions, or enclose all required
documents with all applicable signatures will result in disqualification, or in an inability to
appropriately evaluate bids.
Page 3 of 27

NOTICE TO VENDORS
1. The Board of Contract and Supply will make the award to the lowest qualified and responsible
bidder.
2. In determining the lowest responsible bidder, cash discounts based on preferable payment terms will
not be considered.
3. Where prices are the same, the Board of Contract and Supply reserves the right to award to one
bidder, or to split the award.
4. No proposal will be accepted if the bid is made in collusion with any other bidder.
5. Bids may be submitted on an "equal in quality" basis. The City reserves the right to decide equality.
Bidders must indicate brand or the make being offered and submit detailed specifications if other
than brand requested.
6. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State,
in accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq.
7. The Board of Contract and Supply reserves the right to reject any and all bids.
8. Competing bids may be viewed in person at the Department of the City Clerk, City Hall, Providence,
immediately upon the conclusion of the formal Board of Contract and Supply meeting during which
the bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City's
Open Meetings Portal.
9. As the City of Providence is exempt from the payment of Federal Excise Taxes and Rhode Island
Sales Tax, prices quoted are not to include these taxes.
10. In case of error in the extension of prices quoted, the unit price will govern.
11. The contractor will NOT be permitted to: a) assign or underlet the contract, or b) assign either legally
or equitably any monies or any claim thereto without the previous written consent of the City
Purchasing Director.
12. Delivery dates must be shown in the bid. If no delivery date is specified, it will be assumed that an
immediate delivery from stock will be made.
13. A certificate of insurance will normally be required of a successful vendor.
14. For many contracts involving construction, alteration and/or repair work, State law provisions
concerning payment of prevailing wage rates apply (RIGL Sec. 37-13-1 et seq.)
15. No goods should be delivered, or work started without a Purchase Order.
16. Submit 2 copies of the bid to the City Clerk, unless the specification section of this document
indicates otherwise.
17. Bidder must certify that it does not unlawfully discriminate on the basis of race, color, national
origin, gender, gender identity or expression, sexual orientation and/or religion in its business and
hiring practices and that all of its employees are lawfully employed under all applicable federal, state
and local laws, rules and regulations. (See Bid Form 2.)
Page 4 of 27

BID TERMS
1. Financial assurances may be required in order to be a successful bidder for Commodity or
Construction and Service contracts. If either of the first two checkboxes below is checked, the
specified assurance must accompany a bid, or the bid will not be considered by the Board of
Contract and Supply. The third checkbox indicates the lowest responsible bidder will be contacted
and required to post a bond to be awarded the contract.
a) A certified check for $ must be deposited with the City Clerk as a guarantee that the
Contract will be signed and delivered by the bidder.
b) A bid bond in the amount of per centum (%) of the proposed total price, must be
deposited with the City Clerk as a guarantee that the contract will be signed and delivered by
the bidder; and the amount of such bid bond shall be retained for the use of the City as
liquidated damages in case of default. Any person signing a bid bond as an attorney-in-fact
shall include with the bid bond an original, or a photocopy or facsimile of an original, power
of attorney.
c) A performance and payment bond with a satisfactory surety company will be posted by the
bidder in a sum equal to one hundred per centum (100%) of the awarded contract.
d) No financial assurance is necessary for this item.
2. Awards will be made within nighty (90) days of bid opening. All bid prices will be considered
firm, unless qualified otherwise. Requests for price increases will not be honored.
3. Failure to deliver within the time quoted or failure to meet specifications may result in default in
accordance with the general specifications. It is agreed that deliveries and/or completion are
subject to strikes, lockouts, accidents, and Acts of God.
The following entry applies only for COMMODITY BID TERMS:
4. Payment for partial delivery will not be allowed except when provided for in blanket or term
contracts.
The following entries apply only for CONSTRUCTION AND SERVICE BID TERMS:
5. Only one shipping charge will be applied in the event of partial deliveries for blanket or term
contracts.
6. Prior to commencing performance under the contract, the successful bidder shall attest to
compliance with the provisions of the Rhode Island Worker's Compensation Act, RIGL 28-29-1,
et seq. If exempt from compliance, the successful bidder shall submit a sworn Affidavit by a
corporate officer to that effect, which shall accompany the signed contract.
7. Prior to commencing performance under the contract, the successful bidder shall, submit a
certificate of insurance, in a form and in an amount satisfactory to the City.
Page 5 of 27

BID FORM 1: Bidders Blank
1. Bids must meet the attached specifications. Any exceptions or modifications must be noted and fully
explained.
2. Bidder's responses must be in ink or typewritten, and all blanks on the bid form should be completed.
3. The price or prices proposed should be stated both in WRITING and in FIGURES, and any proposal not so stated
may be rejected. Contracts exceeding twelve months must specify annual costs for each year.
4. Bids SHOULD BE TOTALED so that the final cost is clearly stated (unless submitting a unit price bid), however
each item should be priced individually. Do not group items. Awards may be made on the basis of total bid or
by individual items.
5. All bids MUST BE SIGNED IN INK.
Name of Bidder (Firm or
Individual):
Contact Name:
Business Address:
Business Phone #:
Contact Email Address:
Agrees to bid on (Write the "Item Description"
here):
If the bidder's company is based in a state other than
Rhode Island, list name and contact information for a
local agent for service of process that is located within
Rhode Island
Delivery Date (if applicable):
Name of Surety Company (if
applicable):
Total Amount in Writing*:
Total Amount in Figures*:
*If you are submitting a unit price bid, please insert "Unit Price Bid"
Use additional pages if necessary for additional bidding details.
Signature of Representation
Title
Page 6 of 27

BID FORM 2: Certification of Bidder
(Non-Discrimination/Hiring)
Upon behalf of___ __________________________________________ (Firm or Individual Bidding),
I, (Name of Person Making Certification),
being its (Title or "Self"), hereby certify that:
1. Bidder does not unlawfully discriminate on the basis of race, color, national origin, gender,
sexual orientation and/or religion in its business and hiring practices.
2. All of Bidder's employees have been hired in compliance with all applicable federal, state and
local laws, rules and regulations.
I affirm by signing below that I am duly authorized on behalf of Bidder, on
this day of 20 .
_________________________________________________
Signature of Representation
________________________________________________
Printed Name
Page 7 of 27

BID FORM 3: Certificate Regarding Public Records
Upon behalf of______________________________________________ (Firm or Individual Bidding),
I, (Name of Person Making Certification),
being its (Title or "Self"), hereby certify an
understanding that:
1. All bids submitted in response to Requests for Proposals (RFP's) and Requests for
Qualification (RFQ's), documents contained within, and the details outlined on those
documents become public record upon receipt by the City Clerk's office and opening at the
corresponding Board of Contract and Supply (BOCS) meeting.
2. The Purchasing Department and the issuing department for this RFP/RFQ have made a
conscious effort to request that sensitive/personal information be submitted directly to the
issuing department and only at request if verification of specific details is critical the
evaluation of a vendor's bid.
3. The requested supplemental information may be crucial to evaluating bids. Failure to
provide such details may result in disqualification, or an inability to appropriately evaluate
bids.
4. If sensitive information that has not been requested is enclosed or if a bidder opts to enclose
the defined supplemental information prior to the issuing department's request in the
bidding packet submitted to the City Clerk, the City of Providence has no obligation to
redact those details and bears no liability associated with the information becoming public
record.
5. The City of Providence observes a public and transparent bidding process. Information
required in the bidding packet may not be submitted directly to the issuing department at the
discretion of the bidder in order to protect other information, such as pricing terms, from
becoming public. Bidders who make such an attempt will be disqualified.
I affirm by signing below that I am duly authorized on behalf of Bidder, on
this day of 20 .
_________________________________________________
Signature of Representation
________________________________________________
Printed Name
Page 8 of 27

BID FORM 4: Affidavit of City Vendor
Per our Code of Ordinances Sec. 21.-28.1 (e), this form applies to a) the business, b) any political action committee whose
name includes the name of the business, c) all persons holding ten (10) percent or greater equity interest or five thousand
dollars ($5,000.00) or greater cash value interest in the business at any time during the reporting period, d) all executive
officers of the business entity, e) any spouse or dependent child of any individual identified in a) though d) above.
Executive officers who are not residents of the state of Rhode Island are exempted from this requirement.
Per R.I.G.L. 36-14-2, "Business" means a sole proprietorship, partnership, firm, corporation, holding company, joint stock
company, receivership, trust, or any other entity recognized in law through which business for profit or not for profit is
conducted.
Name of the person making this affidavit: ____________________________________________
Position in the "Business" ________________________________________________________
Name of Entity _________________________________________________________________
Address: ________________________________________________________________________
Phone number: ________________
The number of persons or entities in your entity that are required to report under Sec. 21.-28.1 (e): _ ____
Read the following paragraph and answer one of the options:
Within the 12 month period preceding the date of this bid submission with the City of Providence, or with respect to the
contracts that are not in writing within the 12 month period preceding the date of notification that the contract has reached the
$100,000 threshold, have you made campaign contributions within a calendar year to (please list all persons or entities required
under Sec. 21.-28.1 (e)).
a. Members of the Providence City Council? Yes No
* If Yes, please complete the following:
Recipient(s) of the Contribution:
Contribution Date(s): Contribution Amount(s):
b. Candidates for election or reelection to the Providence City Council? Yes No
* If Yes, please complete the following:
Recipient(s) of the Contribution:
Contribution Date(s): Contribution Amount(s):
c. The Mayor of Providence? Yes No
* If Yes, please complete the following:
Recipient(s) of the Contribution:
Contribution Date(s): Contribution Amount(s):
d. Candidates for election or reelection to the office of Mayor of Providence? Yes No
* If Yes, please complete the following:
Recipient(s) of the Contribution:
Contribution Date(s): Contribution Amount(s):
_________________________________________ _____________________________________
Signed under the pains and penalties of perjury. Position
Page 9 of 27

MBE/WBE Participation Plan
Please complete separate forms for each MBE/WBE subcontractor/supplier to be utilized on the solicitation.
Bidder's Name:
Bidder's Address:
Point of Contact:
Telephone:
Email:
Procurement #:
Project Name:
Which one of the following describes your
business' status in terms of Minority and/or
Woman Owned Business Enterprise certification MBE WBE Neither MBE nor WBE
with the State of Rhode Island? (Check all that
apply).
This form is intended to capture commitments between the prime contractor/vendor and MBE/WBE subcontractors and
suppliers, including a description of the work to be performed and the percentage of the work as submitted to the prime
contractor/vendor. Please note that all MBE/WBE subcontractors/suppliers must be certified by the Office of Diversity,
Equity and Opportunity at the time of bid. The MBE/WBE Directory can be found here. Please visit, the City's MBE/WBE
page for details of the program (e.g. instructions and requirements).
* Nonprofit organizations are not required to complete the rest of this form.
* Construction projects unable to identify subcontractors prior to bid submission (e.g. Design Build) are
required to provide updates to the MBE/WBE Outreach Office
Name of Subcontractor/Supplier:
Type of RI Certification: MBE WBE Neither
Address:
Point of Contact:
Telephone:
Email:
Detailed Description of Work to Be
Performed by Subcontractor or
Materials to be Supplied by Supplier
Per the Scope of Work provided in the
RFP
Total Contract Value ($): Subcontract Participation
Value ($): Rate (%):
Anticipated Date of Performance:
I certify under penalty of perjury that the forgoing statements are true and correct.
Prime Contractor/Vendor Signature Title Date
Subcontractor/Supplier Signature Title
Date
*If you did not meet the 20% MBE/WBE combined participation goal, submit a Waiver Request Form.
Page 10 of 27